Art Competition Checklist

An art competition needs more than a theme and a judging panel. You need clear rules, a workable entry process, enough display and judging space, and supplies ready before participants arrive. Start by setting the theme, criteria and deadlines, then move through venue checks, promotion, registration and event-day preparation. This checklist covers the practical details that are easy to overlook, from assigning entry numbers to printing certificates and keeping submissions organised.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record competition theme
2 people
Write competition rules
2 people
Approach jury members
Record the judging criteria
3 people
Reserve venue
Check permits
Check insurance
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Promote the competition online
2 people
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Create the entry list
2 people
Assign numbers to entries
2 people
Prepare jury forms
2 people
Design certificates
Buy prizes
2 people
Check supplies
2 people
Do the shopping
2 people
Cool perishables
2 people
Receive submissions
3 people
Register entries
2 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Set up workstations
3 people
Prepare submissions
4 people
Label the projects
2 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up catering
3 people
Hang up decorations
2 people
Test the lighting
2 people
Conduct a safety check
2 people

Event

Staff the registration desk
2 people
Receive participants
3 people
Inform visitors
2 people
Lead creative program
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock workstations
2 people
Oversee the jury round
3 people
Collect audience votes
2 people
Count votes
3 people
Announce the winners
2 people
Award prizes and certificates
3 people
Pack items safely
3 people
See visitors out
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Dismantle exhibition walls
4 people
Clean the venue
4 people
Switch off equipment
2 people
Collect lost and found items
Return entries to participants
3 people
Sort leftover materials
2 people
Return rented materials
2 people
Publish winners online
Send thank-you message to participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 12
Chairsqty 80
Registration desk
Judges' table
Clothing rack
Waste binsqty 6
Exhibition wallsqty 10
Easelsqty 20

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6
Laptopsqty 2
Printer
Flashlightsqty 4

Art supplies

Sketchbooksqty 30
Drawing paperqty 200
Colored pencilsqty 20
Graphite pencilsqty 40
Erasersqty 30
Pencil sharpenersqty 15
Acrylic paint setsqty 12
Brush setsqty 20
Palletsqty 20
Mixing bowlsqty 30
Water cupsqty 30
Apronsqty 30
Clayqty 15
Modeling knivesqty 15
Glue bottlesqty 20
Scissorsqty 20
Craft cardboardqty 100
Color markersqty 20

Presentation

Project labelsqty 100
Directional signsqty 12
Information boardsqty 6
Clipboardsqty 12
Clipboardsqty 50
Photo framesqty 10
Ballot boxesqty 2
Jury formsqty 20
Ballot slipsqty 150
Certificatesqty 20
Prizesqty 3
Ribbonsqty 3
Tableclothsqty 14
Barrier tapeqty 2
Ropeqty 2
Cable tiesqty 100
Painter's tapeqty 12
Sticky tackqty 10
Pensqty 40
Permanent markersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the theme, rules and judging criteria before sending invitations. Participants need to know the format, eligibility, submission requirements and deadline in one clear document.
Recruit the jury early and confirm how many judges will attend. Prepare one judging form per entry, plus a few spare copies, before submissions arrive.
Open registration only after the venue, entry limit and schedule are confirmed. Keep a live entry list and assign each submission a number so the jury can judge without confusion.
Plan the room around separate work zones: a registration desk, judges’ table, exhibition walls or easels, tables and chairs. Check power strips and extension cords for laptops, printers, kettles and coffee machines before the event.
Do not leave certificates, prizes and refreshments until the final day. Check art supplies, serving items, coolers and waste bins in advance, and cool perishable items only after the shopping is complete.

Frequently asked questions

How far in advance should I organise an art competition?: Start planning at least 6–8 weeks before the competition. Set the theme, rules, venue and judging criteria first, then allow time for invitations, promotion, registration and supply checks.
When should I open registration for an art competition?: Open registration once the rules, venue, deadline and participant limit are final. A 3–4 week registration window gives people time to enter while leaving enough time to confirm participants and prepare the entry list.
How many judges do I need for an art competition?: Use at least 2–3 judges for a small competition so scores can be compared rather than decided by one person. Prepare one judging form per entry and agree on the criteria before judging begins.
What supplies do I need for an art competition?: Allow one complete working set per participant where materials are provided, plus roughly 10% extra for replacements. Check paper, sketchbooks, pencils, erasers, sharpeners, paints and brushes, as well as display, registration and refreshment equipment at least 3 days before the event.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.